I'm trying to think of a workaround for getting the data from 3 different Point of Sale systems into my GL. I currently use a cumbersome and fragile system of spreadsheets and it's time to move on...
What I'm contemplating is 'selling' the summary data from the POS reports using the Order Entry module, but before I go ahead and buy the thing only to find it won't do what I want I thought I'd ask a couple of questions....
1. If I use price list only (no point in maintaining an inventory) can I attach items to GL numbers?
2. Can I attach a sales clerk to each transaction?
3. Can I pull reports by sales clerk?
4. Can I attach a GL department to a sale?
5. Can I pull reports by GL deparment?
6. Does this idea sound like I'm on crack?

Thanks for your input!

Hi Hugh

6. Yes

Only kidding. Before you look at OrderEntry, I would suggest starting with Adagio Invoices. OrderEntry only imports "orders" which then have to be invoiced. Invoices imports invoices.

They both have their pros and cons. My initial thought based on what you want to do is that Invoices has more of the pros you are looking for.

Steve

Thanks for the quick response! I'll do some looking at invoices although with the same queries in mind as to whether I can 'direct' how the 'sales' behave when they are imported into the GL...

Hi Hugh,

It's not clear you even need Invoices. You can import transactions directly into Ledger, defaulting the department on the import if your file doesn't include it. The first stage in this exploration is to determine what your POS systems are capable of sending to the outside world. The next stage is to decide what type of reporting you are looking for.

Hugh,

To add to what Andrew said, I worked with a client that had Adagio GL and AP for the back end accounting in a Hotel with a fairly old front end POS system. And even that software provided a sales report in a text format export. A macro was created to make it into a daily batch import into the GL that only required the operator to export the sales report. GL picked it up automatically on log in.

I have 3 Point of Sale systems, Hotel Management, Food & Beverage and a Retail Liquor store. Only the hotel software will produce flat files and it's the lowest transaction volume.

I have 2 objectives I need to accomplish. 1. I need to reconcile each sales clerk's cashout against their sales and 2. I need to accumulate their sales, taxes and tender received by GL account/Department for import into the GL.

I also need a pause between the data entry and the GL posting for review because there are a lot of small reconciliations that must take place before it's ready to go.

It sounds like a job for Excel but the data entry folks can be a bit ham fisted from time to time and are happy to 'save as' something with a different name and put it on their desktop instead of the server, etc. etc. so looking for a solution that will impose some structure on the data entry part of the process....

and yes, i do NOT need actual invoices... but I was thinking we could generate an invoice to 'Cash Sales' for each clerk so that I could record what they sold and what they submitted. Then each 'invoice' would be a proof of the clerk's sales and cashout for each day.

Hi Hugh,

Are you sure your F&B and Liquor Store system can't produce any external file? That would be very unusual to me.

oh ya... I've tried hard to get this information out in a useable format. no luck.

Can they produce any external file? Excel 2016's "Get and Transform Data" is enormously powerful - well beyond what any macro would be able to accomplish.

nope. the only 'electronic' data I can get is pdfs that are so bizarrely laid out that even if I can get them into text I can't G&T them... I took a course on that thinking it would finally crack the problem, but no cigar...